Apparel Production Coordinator (Overseas)

The Production Coordinator supports the day-to-day execution of the production process from purchase order issuance through final shipment and receipt. This role works directly with the Production Manager, internal cross-functional teams, and our global factory partners to ensure production information is accurate, current, and communicated effectively.

The Production Coordinator will be responsible for maintaining production WIPs, creating and updating purchase orders, maintaining the On Order system, tracking key production milestones, and following up with factories to ensure orders remain on schedule.

This is a highly organized, detail-oriented role that serves as a key link between our internal teams and factory partners.

Key Responsibilities

Production WIP & Timeline Management

• Maintain and update factory production WIPs across active programs and vendors.
• Track production from PO issuance through production, inspection, shipment, and receipt.
• Monitor key production milestones including approvals, production status, ex-factory dates, ship dates, and expected delivery dates.
• Follow up with factories on outstanding updates and ensure WIPs accurately reflect the current status of each order.
• Identify late, missing, or at-risk milestones and escalate potential delays to the Production Manager.
• Help maintain a clear view of what requires action from the factory, internal team, or customer.

Purchase Order Management

• Create and issue purchase orders to factories based on approved order information.
• Ensure POs accurately reflect style, color, treatment, quantity, cost, delivery requirements, ship method, and factory information.
• Review PO information for completeness and accuracy before release.
• Process PO revisions when quantities, costs, treatments, delivery dates, or other production details change.
• Maintain organized PO documentation and ensure current versions are properly filed and accessible.
• Communicate PO updates and revisions to factory partners.

On Order Management

• Own the day-to-day maintenance and accuracy of the On Order sheet.
• Enter newly issued POs and required order information.
• Update production stages, factory information, quantities, dates, costs, and shipment information as orders progress.
• Maintain receiving and shipping information including cartons, BOL/container information, packing lists, units, invoices, and proforma invoices where applicable.
• Ensure changes made to POs, factory WIPs, and shipping documents are accurately reflected in On Order.
• Regularly audit On Order against factory WIPs and source documentation to identify missing or conflicting information.

Factory Communication & Follow-Up

• Communicate directly with domestic and overseas factory partners regarding production status and required documentation.
• Follow up on outstanding WIP updates, production milestones, shipping information, and documentation.
• Request clarification when factory information is incomplete or inconsistent.
• Maintain clear documentation of factory commitments and updated delivery expectations.
• Escalate production risks, missed dates, and discrepancies to the Production Manager.

Production & Shipping Documentation

• Assist with the review and tracking of pre-packing lists, packing lists, invoices, and shipping documents.
• Track and organize production-related documents including POs, technical packages, care labels, carton markings, and other required factory documentation.
• Confirm documentation matches approved PO and production information prior to shipment.
• Support the Production Manager with tracking approvals and outstanding production requirements.

Cross-Functional Support

• Work closely with Product, Purchasing, Sales, Logistics, and Operations to ensure production information remains aligned across systems.
• Communicate production changes that could impact delivery dates, customer requirements, or shipping.
• Help resolve discrepancies between customer orders, purchase orders, On Order, factory WIPs, and shipping documentation.
• Support reporting and production meetings by maintaining accurate, up-to-date production information.

The Production Coordinator will be measured primarily on:

• WIP Accuracy: Factory WIPs are current and accurately reflect production status.